Project Coordinator

ideaForge; Navi Mumbai; On-site; INR 700,000 - 1,100,000; Full time

Job summary

IdeaForge in Navi Mumbai is seeking a proactive Project Coordinator to support UAV product development programs within our PMO framework. You will maintain schedules, RAID logs, action items, and meeting minutes in Zoho Projects, coordinate prototype builds, flight tests, and customer demos, and ensure timely review cadences.

Ideal candidates have 4–7 years in project coordination or PMO roles in engineering or manufacturing, with strong communication, attention to detail, and proficiency in

Qualifications

• 4 to 7 years total experience, including 4+ years in project coordination or PMO operations.
• Experience in engineering, hardware, aerospace, defence, automotive or manufacturing environments.
• Knowledge of Zoho Projects, MS Project or Jira.
• Proficiency in MS Excel and PowerPoint; dashboarding with Zoho Analytics/Power BI desirable.

Responsibilities

• Coordinate project scheduling and maintain milestone schedules (M0–M5) in Zoho Projects and Sprints.
• Track cross-functional deliverables across Engineering, V&V, Certification, Supply Chain, Quality and Production.
• Organize logistics for Mule, Prototype and Pilot builds, V&V campaigns, flight trials and customer demos.
• Record MoMs, decisions and actions with owners and due dates; maintain the open points list and circulate follow-ups.
• Prepare weekly/monthly status reports and dashboards from Zoho data for PMO oversight.
• Maintain RAID log entries and flag overdue items to the PMO.
• Manage project document repositories with version control per AS9100 QMS requirements.
• Support V&V test reports and certification documentation tracking against plan.
• Assist Zoho Projects setup, data hygiene, onboarding and template usage.
• Contribute to lessons-learnt capture and continuous PMO improvements.

Skills

Follow-up discipline

Written communication

Attention to detail

Willingness to travel

Education

Bachelor’s degree in Engineering

PG qualification in Operations or Project Management

Tools

Zoho Projects

MS Project

Jira

Excel

PowerPoint

Zoho Analytics

Power BI

Job description

Role Overview:

The Project Coordinator provides day-to-day coordination and PMO operational support to Project / Program Managers delivering UAV product development projects under the project milestone framework (M0–M5). The role keeps schedules, action logs, RAID registers, review packs and project records accurate and current in Zoho Projects, coordinates the logistics of prototype builds, V&V tests, flight trials and customer demonstrations, and ensures the project review cadence runs on time, so that Project Managers and leadership can act on reliable, up-to-date project information.

Key Responsibilities:

• Project Coordination & Schedule Support:
• Maintain project plans, milestone schedules, sprint calendars and task updates in Zoho Projects & Sprints as directed by the Project Manager, keeping M0–M5 milestones, dependencies and task owners current.
• Track cross-functional deliverables and actions across Engineering (Mechanical, Electronics, Software), V&V, Certification, Supply Chain, Quality and Production, and follow up with owners against due dates.
• Coordinate logistics for Mule, Prototype and Pilot builds, V&V test campaigns, flight trials and customer demonstrations – test slots, test articles, material readiness, site readiness and travel.
• Track purchase requisitions, purchase orders (POs) and critical material deliveries for project builds with Supply Chain, and flag delays to the Project Manager.
• Meeting Cadence, MoM & Action Management:
• Organise and support the project review cadence – daily standups, weekly sprint reviews, monthly sprint-planning workshops and milestone / stage-gate reviews – including invites, agendas and attendance.
• Record Minutes of Meeting (MoM), decisions and actions with owners and due dates; maintain the List of Open Points (LOP) and action log, and circulate follow-ups promptly after each review.
• Compile milestone review packs (QCT status, deliverable checklists, Traffic Light (GYR) status inputs) for M0–M5 reviews under the Project Manager’s direction.
• PMO Reporting, Data & Documentation:
• Prepare weekly and monthly project status reports, trackers and dashboards (milestone status, open actions, risks, trial/demo schedule) from Zoho data for Project Managers and the PMO.
• Maintain RAID log (Risks, Assumptions, Issues, Dependencies) entries as advised by the Project Manager and highlight overdue items.
• Manage project document repositories in line with AS9100 QMS documentation requirements – version control of plans, MoMs, test reports, ECR/ECN records and certification submissions.
• Support tracking of V&V test reports and certification documentation (e.g., DGCA Type Certification submissions) against plan.
• PMO Process & Tool Support:
• Apply PMO templates, checklists and standards consistently; highlight data gaps and process deviations to the Project Manager and PMO.
• Support Zoho Projects set-up and data hygiene – project creation, milestone tags, team allocation and portfolio / category tags – and help onboard new users.
• Contribute to lessons-learnt capture and continuous improvement of PMO tools, trackers and reports.

Key Performance Indicators:

• Accuracy and timeliness of project data in Zoho and of weekly/monthly status reports.
• MoMs and action logs issued on time, with consistent follow-up to closure.
• Reviews, builds, trials and demonstrations held as scheduled with logistics ready.
• Project documentation complete and audit-ready against AS9100 QMS requirements.

Qualifications & Requirements:

• Bachelor’s degree in Engineering (Mechanical, Aerospace, Electronics, Electrical or related discipline); a PG qualification in Operations or Project Management is an advantage.
• 4 to 7 years of total experience, including 4+ years in project coordination, project planning or PMO operations in engineering, hardware, aerospace, defence, automotive or manufacturing environments.
• Working knowledge of the project lifecycle, milestone / stage-gate processes, scheduling and basic project controls; exposure to UAV / aerospace product development, V&V or certification is desirable.
• Hands‑on proficiency in Zoho Projects (or MS Project / Jira), advanced MS Excel and PowerPoint; dashboarding skills (e.g., Zoho Analytics, Power BI) are desirable.
• CAPM or Agile / Scrum fundamentals certification is desirable.
• Strong follow‑up discipline, written communication and attention to detail; willingness to travel to flight‑test, trial and customer sites as required.